[Cache County School District] | [Canyon Elementary]  

Adopted by the Council on [February 24, 2026]

Canyon Elementary SCC Rules of Order and Procedure

 

Approved  by:  Canyon Elementary School Community Council  ON February 24, 2026 

 

Code & Rule References

 

The Rules of Order & Procedure adhere to all relevant legal requirements for School Community

Councils and the School LAND Trust Program, as outlined in Utah Code §§ 53G-7-1202, 53G-7-

1203, 53G-7-1206, and 53G-7-13, as well as Utah Administrative Rules R277-477 and R277-491.

 

Council Duties

In accordance with Utah Code § 53G-7-1202, the responsibilities of the council include:

● Creating (all components of) the School LAND Trust Plan, to include:

○ The Goal Statement, Academic Area, Measurement, Action Plan Steps, and Expenditures

 

● Advising and making recommendations to school and school district administrators and the local school board regarding:

○ the school and its programs

○ school district programs

○ a child access routing plan

○ safe technology utilization and digital citizenship

○ other issues relating to the community environment for students

● Partnering with the school’s principal and other administrators to ensure that adequate on and off-campus Internet filtering is installed and consistently configured to prevent viewing of harmful content by students and school personnel

● In accordance with state board rule regarding school community council expenditures and funding limits: working with students, families, and educators to develop and incorporate safety principles at the school; and hold at least an annual discussion with the school’s principal and district administrators regarding safety principles

● Providing input to the school’s principal on a positive behavior plan

 

Council Member Expectations

To promote ethical behavior and civil discourse, each council member shall:

• Regularly attend council meetings on time and prepared
• Make decisions with the needs of students as the main objective
• Listen to and value diverse opinions

• Be sure the opinions of those the council represents are included in discussions

• Expect accountability and be prepared to be accountable
• Act with integrity

 

Rules of Procedure:

1. Training: Council members will receive training to understand the responsibilities of the council.  Council members receive training before preparing and taking action on School LAND Trust Plans and reports. 

 

2. Open Meetings: All meetings are open to the public. Members of the school community are welcome to attend SCC meetings.   The schedule will be posted for all upcoming dates for the entirety of the school year on the school website by September 1st.  Members are welcome to attend, listen, ask questions and give input, but they are not allowed to vote on a point of order. 
3. Meeting Agendas and Minutes: The agenda of each upcoming meeting, with draft minutes of the prior meeting, will be made available to all council members at least one week in advance, and will be posted on the school website.  The agenda will include the date, time, and location of the meeting, and any proposed action items. If needing to reschedule or call a special meeting, reasonable advance notice will be sent to each member digitally. 
4.  Meeting Minutes: Written minutes will be kept of all meetings, prepared in draft format for approval at the next scheduled meeting. Approved minutes will be retained for three years. 
5.  Annual Timeline: The council will follow the best practice timeline for the school year that includes due dates for all required reporting and other activities/tasks that the council agrees to assume or participate in.  The timeline will assist in the preparation of agendas to ensure the council accomplishes its work in a timely manner.
6. The SCC timeline and Election Procedure is as follows:

• August 1st -Returning Council members will let the principal know if they cannot serve for the upcoming school year.
• Prior to the First Day of School - If someone can’t serve the community will be notified of the process to volunteer/be elected for a position on the SCC for the current school year.  They will have until September 1st to submit their name for consideration.
• September 1st - Nominees will be posted on the school website and through the school messenger system.  An electronic ballet will be sent to the school community for the voting process. Votes for nominees will be taken up until September 14th. If there are not enough nominees for a vote, those who volunteered to be on the SCC will be accepted onto the team. If there are not enough volunteers, the current SCC members will reach out to the community and school members to participate. (If September 1st falls on a weekend, the final date for votes to be counted will be the following school day.)

7. Council Composition: The council currently consists of the principal, ___1__ school employee(s) who is/are elected in even years, ___1__ school employee(s) who is/are elected in odd years,  and ___4_ parent members who is/are elected in even years, ___4__parent members who is/are elected in odd years.   Elections are held in April/May for the upcoming school year.  (Size of the council MUST BE ADOPTED BY VOTE OF THE COUNCIL and consistent with 53G-7-1202.  Elections are required to be staggered, with half of the council elected each year.)

Current members can return for a consecutive term.  In the event there is a tie vote in an election, the principal shall flip a coin to determine the outcome.  An elementary school must have at least six members (4 parent members and 2 school employee members, including the principal) OR the size of the SCC must be consistent with 53G-7-1202. (Councils must have a 2-parent majority, and elections are required to be staggered, with half of the council elected each year.)

8. Filling Vacancies: When a full council is not seated in the election, or a seat is vacated, the parent members of the council shall appoint members to fill unfilled parent positions, and school employee members will appoint school employee members.  There is also the option to drop a school employee or parent member in order to meet the state guidelines if a volunteer cannot be found.

• The council shall elect a chair from the parent members and a vice-chair from the parent or school employee members at the first meeting of the year after the council is seated each year. A principal cannot hold office.
• The SCC will meet monthly on the fourth Tuesday of each month at 3:45pm unless otherwise posted.
• The agenda for upcoming council meetings will be posted on the school website a week prior to the meeting.

9.  Removing Members: A council member may be removed from office under the following circumstances:

○ Member Relocation: Council membership may be discontinued when a member& relocation prevents them from serving on the council.

○ Attendance: If a parent member is absent from two consecutive meetings, the chair will notify the member that if the member does not attend the next meeting, the council will consider the seat vacant and the remaining parent members will appoint a parent to fill the unexpired term. 

The process for removal is as follows: Contacting the Committee Chair or School Principal, who will then follow the process to fill the vacant position. 

10.  Resignation of members: A council member may resign from their position by providing written notification to the Committee Chair or the School Principal. The council will then follow the procedure for filling the resulting vacancy as outlined in Section 8, Filling Vacancies.
11.  Council Officers: At the first meeting of each year after the council is seated, the council will elect a chair from the parent members and a vice-chair from either the parent or school employee members. The principal is not eligible to hold an office.
12.  Officer Responsibilities: The chair will conduct meetings, make assignments to council members, and request reports on those assignments. In the chair’s absence, the vice-chair will conduct the meetings. The chair may delegate responsibilities to other council members as needed.
13. Quorum: A quorum, which is a majority of the council members, is necessary to conduct official business and vote. This quorum requirement does not necessitate a two-parent majority.
14.  Reporting Conflicts of Interest: CIf a council member needs to disclose a conflict of interest, they will contact our local school board member representative who is assigned to the Canyon Elementary SCC or the current chair. 
15. Parliamentary Procedure: Meetings will be conducted and actions taken according to simplified rules of parliamentary procedure as required by Utah Code § 53G-7-1203. Council actions will be decided by motions and voting, with all votes and motions recorded in the meeting minutes.

 

Simple Motions of Parliamentary Procedure

Used by some organizations to assist those new to the process

 

 

A motion (or an action to be taken by the council) is stated as a motion.  Someone else on the council “seconds” the motion, indicating that at least one other person on the council feels the motion is worthy of discussion.  Then the council members may provide input and discussion as called upon by the chair.  When the discussion seems complete, the chair may call for a vote on the motion.  Or when a member of the council “calls the previous question” (a motion to end discussion of the first motion), a second is required.  Without discussion, the chair calls for a vote that must pass by 2/3.  If the vote on the previous question fails, the council goes back to discussing the first motion.  If the motion to call the previous question passes, the chair directly calls for a vote on the first motion.  A vote to call the previous question is usually used to move business along.

• A tie vote is a lost vote.
• Most motions are main motions.  A main motion may be amended.
• A point of order is offered when there is some question if the procedure was followed correctly.
• To stop debate or discussion on a motion and force the vote, a member would say, “I move the previous
  question.”  This requires a second and a 2/3 vote.
• Hasty action may be corrected by the use of the motion to reconsider. This motion may be made only
  by one who voted on the prevailing side.
• A person who made the motion may withdraw the same motion.